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Government of India
Ministry of Home Affairs
Office of the Director, Census Operations, Haryana
Janganana Bhawan, Plot No. 2B, Sector-19A, M.Marg, Chandigarh – 160 019
TENDER NOTICE NO.: D-15019/2/2010-Admn. Dated: 12/07/2010
Sealed Tenders areinvited from reputed manufacturers/suppliers for supply of Plastic Folders, A-3 size clip writing Board, Water Proof Carry Bags in large quantityfor Directorate of Census Operations, Haryana located in Chandigarhfor use by Enumerators and Supervisors during Census 2011. The material should be supplied at all the state district headquarters of Haryana .Interested vendors should send their bids by 11.00 a.m. on 12/08/2010 to the Director, Census Operations, Haryana, Ministry of Home Affairs, Janganana Bhawan, Plot No. 2-B, M. Marg, Sector-19A, Chandigarh - 160019. Complete details can be obtained from Directorate of Census Operations, Haryana at Janganana Bhwawan, Plot No-2-B, Sector-19A, Chandigarh - 160019 on payment of tender fee of Rs. 500/-(non-refundable) by cash/Demand Draft drawn in favour of ‘Director, Census Operations, Haryana’ payable at ‘Chandigarh’ on any working day between 11.00 a.m. to 01.00 p.m. and 02.00 p.m. to 04.00 p.m. The tender document can also be downloaded from (Tender).
(Neerja Sekhar, I.A.S.)
Director
Telephone: +91-0172-2780408, Fax: +91-0172-2542106
E-mail:
Government of India
Ministry of Home Affairs
Directorate of Census Operations, Haryana
Janganana Bhawan, Plot No. 2B, M.Marg, Sector-19A, Chandigarh – 160 019
Tender Notice No. D-15019/2/2010-Admn. dated: 12/07/2010
Sealed Tenders are invitedby the Office of the Director, Census Operations, Haryana, Janganana Bhawan, Plot No. 2B, M.Marg, Sector-19A,Chandigarh from reputed manufacturers or authorized distributors/suppliers for supply of the following items for use by Census Field functionaries (Enumerators and Supervisors) in the field during Census Operations of 2011 Census
(i) Plastic Folders
(ii) A-3 Size Clip Writing Board
(iii) Water Proof Carry Bags
2.Background: The Office of the Director, Census Operations, Haryana, Chandigarh is responsible for the conduct of decennial Population Census in the State. The Census of India 2011 (15th in the unbroken series since 1872 and 7th after independence) will take count of all individuals as on 00.00 hrs of 1st March, 2011, cross-classified by several key demographic and socio-economic variables. It will be conducted in two phases, i.e. (i) Houselisting & Housing Census along with preparation of National Population Register (NPR) in the 1st phase during April-September, 2010, and (ii) Population Enumeration during February, 2011. A large number of Enumerators and Supervisors (about 24-25 lakh) would collect data on A-3 size (42 cms x 29.7 cms) ICR Scannable Schedules throughout the Country in each phase of Census Operations. All Enumerators and Supervisors to be engaged for data collection in the field for both the phases of Census Operations would be supplied with Plastic Folders, A-3 size clip writing Board, Water Proof Carry Bags in the field.
3.The present tender intends to obtain best possible rates from reputed suppliers for supply of Platic Folders, A-3 Size clip Board and Water proof carry bags required during November, 2010 for supply to be made for actual Population Enumeration .
4.Volume and Specification of Requirement: Items required for actual Census during Feb. 2011 (Population Enumeration) of Census Operations, estimated quantity of each item, and its destination of supply are indicated in the table given below:
S.I. No. / Item / Estimated Quantity to be supplied during November, 2010 / Destination of Supply1 / Plastic Folders / 1,08500 / All the state district
Headquarter in Haryana
2 / A-3 size clip writing Board, / 58,500 / -do-
3 / Water Proof Carry Bags / 58,500 / -do-
Size and Technical specification of each of these items are given at Annex. II.
5.Delivery/Completion Schedule of Supply and Minimum/Maximum Bid Quantity: Census taking is a National Programme and shall be conducted within rigid time schedule throughout the Country. The total volume of each item is required to be supplied/delivered within 30 - 60 days from the date of issue of Supply Order/Job Assignment.
DCO Haryana, Chandigarh, however, reserves the right to place the supply order in favour of successful bidder(s) by either reducing or enhancing their bid quantity up to 20% keeping in view total requirement of the office.
6.Eligibility Criteria for Bidders: The Bidders intending to participate in the tender process should fulfill the following minimum eligibility criteria:
(a)Average Annual Turnover of the Bidder should be more than Rs.1.00 Crore for the last three years (2006-07, 2007-08, 2008-09) from sales of similar/said material for which the Bidder has participated. Audited Balance Sheets and Income Tax Returns for 2006-07, 2007-08, 2008-09 as support paper should be submitted along with the Bid;
(b)The Bidder must have successfully supplied some important orders ofsimilar materials during last three years (2006-07, 2007-08, and 2008-09), each valuing more than Rupees tenlakhs, for the offices of Government of India/State Governments/Public Sector Undertakings/any other reputed companies & private concerns. Copies of such Work Orders during last three years and work completion certificates should be submitted along with the Bid;
(c)The Bidder should have well equipped manufacturing capacity/workshop with sufficient manpower and machinery to undertake and complete supplies as per requirement or in case he is a distributor/supplier then he should have necessary back-up of a manufacturer. Addresses of workshop(s) and manpower profile are to be enclosed with Bid.
(d)The Bidder should be registered with the Government/Municipal Authorities etc., as required under the Law for carrying out manufacture/business. A copy of the said Certificate (s) is to be enclosed with the Bid.
(e)The Bidder should be in a position to complete the supply of materials at the office within 30 - 60 daysof the supply order, as per the District -wise delivery schedule fixed by the Purchaser (DCO Haryana, Chandigarh).
Note:The Bidder should not have been blacklisted by any Central Government/State Government Offices.
7.Availability of Tender Documents: Tender Document can be obtained from the Office of the Director, Census Operations, Haryana, Janganana Bhawan, Plot No. 2-B, Setor-19A, M.Marg, Chandigarh on payment of Rs.500/- (non-refundable) in cash or in A/c payee Demand Draft drawn in any Nationalized Bank in favour of “Director, Census Operations, Haryana” payableat “Chandigarh”. The same can also be downloaded from (Tender). However, in this case the Bidder is required to enclose an A/c payee Demand Draft of Rs.500/- (non-refundable) drawn in any Nationalized Bank in favour of “Director, Census Operations, Haryana” payableat “Chandigarh” along with bidfailing whichthebid shall not be entertained.
Note:Any Bidder intending to bid for supply of more than one items should submit separate bids for each item.
8.Due Date: Due date for submission of offer is on or before 11.00 A.M. on 12/08/2010 at the Office of the Director, Census Operations, Haryana, Janganana Bhawan, Plot No. 2B, M. Marg, Sector-19A, Chandigarh-160019. Offers received after due date and time of submission shall not be considered. The bids will be opened on 19.08.2010 at 11.30 A.M. The list of successful bidders would be put on the web-site latest by 26.08.2010
9.Submission of tender under cover system: Intending firms should address their Bid in prescribed proforma at Annex-III-A and Annex-III-B in sealed cover duly superscribed as to “The Director, Census Operations, Haryana, Janganana Bhawan, Plot No. 2B, M.Marg, Sector-19A, Chandigarh”. If tenders are submitted by hand, then sealed envelope must indicate TENDER NO. & DUE DATE OF OPENING as well and shall be deposited in the aforesaid office. If the tenders are sent by post, then tender must be sent in double covers. INSIDE COVER should have TENDER NO. & DUE DATE OF OPENING AND SEALED, while OUTSIDE COVER should only bear address of the purchaser without mentioning tender number & due date of opening and need not be sealed. TELEGRAPHIC/FAXED QUOTATIONS SHALL NOT BE ACCEPTED.
10.Late Delivery & Risk Purchase: In case supplies are made after expiry of the delivery schedule then this office reserves the right to recover liquidated damages @ 0.5% of residual job value per week. However, if the supplies are not affected within a grace period of two weeks from the scheduled date, DCO Haryana, Chandigarh reserves the right to undertake risk purchase at the cost of DEFAULTER. Any additional expenditure so incurred in undertaking risk purchase shall be recovered from the Defaulter. In this context, DCO Haryana, Chandigarhalso reserves the right to cancel part of the order and undertake risk purchase for this cancelled quantity depending on the need.
11.EARNEST MONEY DEPOSIT (EMD): EMD of Rs. 2,33,900/- is to be enclosed with the Bid., if it is meant for all the stationery items and Item-wise prescribed EMD value for different Bid Quantities are given in the table mentioned below: -
S.I. No. / Item / Minimum/Maximum Bid Quantity Prescribed / Value of EMD to be deposited(in Rs.)
1 / Plastic Folders / 1,08,500 / 85,715/-
2 / A-3 size clip writing Board, / 58,500 / 49,140/-
3 / Water Proof Carry Bags / 58,500 / 99,040/-
Other conditions for EMD are as given below:
(a)Bidders are required to deposit EMD (as specified in the table above) in the form of Account Payee Demand Draft/Pay Order/Banker’s Cheque/Bank Guarantee from any Nationalized/ Scheduled Bank drawn in favour of "Director, Census Operations, Haryana” payable at “Chandigarh” along with the Bid;
(b) Any bid without EMD will be rejected by the Purchaser as non responsive;
(c)Unsuccessful Bidder’s Earnest Money will be discharged/returned as promptly as possible but not later than 30 days after the expiration of the period of bid validity prescribed by the Purchase;
(d)The successful Bidder’s Earnest Money will be returned after receipt of “Performance Security” from the Bidder or be adjusted towards “Performance Security” as per the condition laid in para 12;
(e)Bank charges towards preparation of EMD are to be borne by the Bidder. No interest will be payable by the Purchaser on the amount of the EMD;
Failure of the successful Bidder to comply with the requirement/job order shall constitute sufficient grounds for the annulment of the award and forfeiture of the EMD, in which event the purchaser may make the award to the next lowest evaluated Bidder at the risk and cost of the successful Bidder.
12.Performance Security: The successful Bidder awarded with the job shall be required to deposit Performance Security equivalent to 10% of the total value of the supply order rounded up to next thousand within seven days from the date of receipt of supply order, in the form of Account Payee Demand Draft/Pay Order/Banker’s Cheque/Bank Guarantee from a Nationalized/Scheduled Commercial Bank in favour of “Director, Census Operations, Haryana” payable at Chandigarh. On request of the Bidder, the Earnest Money Deposit (EMD) will be adjusted against the Security Deposit payable by the bidder and bidder shall deposit the balance amount in the prescribed mode and specified time limit. If the Security Deposit is not paid within time specified, the Earnest Money Deposit of the bidder shall be forfeited. In such case, the DCO Haryana, Chandigarh shall be entitled to get the work executed from elsewhere and recover the consequential loss sustained from the bidder due to getting the work executed either through some other bidder or through the bidder selected through the process of re-tendering. The “Performance Security”, shall be released by the DCO Haryana, Chandigarhafter the successful completion of delivery requirement at different allotted destinations and to the satisfaction of the purchaser (DCO Haryana). No interest will be payable for “Performance Security”. In the event of non-providing the services, the Performance Security shall be forfeited to the extent that the materials have not been supplied in conformity to the specified specification and to the satisfaction of the Purchaser (DCO Haryana). Further, if the Purchaser has to get the materials from any other Bidder because of failure to provide in full or part by the successful Bidder, the difference in payment may be made from such amount.
13.Payment: Payment can be released against actual deliveries (completion of supply) of the Supplier at this office and to the satisfaction of the Purchaser. The Supplier should submit their pre-receipted Bills, in triplicate, along with the certificate(s) from the consignee (Directorate of Census Operations, Haryana) that materials have been received in full and in good condition as per the approved specification of the DCO Haryana.
14.Sales Tax/VAT clearance Certificate: A copy of latest Sales Tax/VAT clearance certificate duly self-attested should be submitted along with offer.
15.Bank Charges: Bank charges, if any, shall be borne by the successful tenderer.
16.Delivery: The material should be properly delivered at the Directorate in conformity with the specification and supplied to the satisfaction of the concerned authority.
17.Attending Tender Opening: Only one representative of each tenderer, who wishes to attend to the tender opening, shall be allowed to attend Tender Opening subject to presentation of authorization letter from the tenderer.
18.Award Criteria: The purchaser (DCO Haryana) shall rank the rates quoted by all eligible bidders for a specific item in ascending order. The lowest rate quoted (inclusive of all) for the item will be taken as L1 rate. If the Purchaser feels that the L1 rate is at higher side, further negotiation may be held with the L1 firm to reduce its rate. Once the negotiated L1 rate is finalized, the L1 bidder will be awarded the full quantity for which he has bid. The L2 bidder would then be asked to match the negotiated L1 rate. In case L2 matches the negotiated rate of L1 he would be awarded the full quantity he has bid for subject to his capacity. If L2 does not match the L1 negotiated rate, the L3 bidder would be asked to match the L1negotiated rate. In case L3 bidder matches the negotiated L1 rate, he would be awarded the full quantity as per his bid or equal to the balance of the volume of work left (if balance of work left is less than the quoted quantity). The process of awarding of supply order will continue in this manner till the total required quantity .
19.Purchaser’s Right to Accept any Bid and Reject any or all Bids: The Purchaser (DCO Haryana) reserves the right to accept any bid, and to annul the Tender Process at any time prior to award of Contract or reject any or all bids without assigning any reason there for and without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders on the grounds for the Purchaser’s action.
20.Amendments to the Tender: Before the last date for the receipt of tender, DCO Haryana may amend any of the tender conditions as may be desired or wherever DCO Haryana feels that such an amendment is absolutely necessary. DCO Haryana at its discretion may or may not extend the due date and time for the submission of tender documents on account of amendments. Any such amendments to the tender conditions will be put on the Census Website .(Tender).
21.ARBITRATION: The dispute or difference arising between the DCO Haryana and the bidder to any matter pertaining this Tender, related work order and payment shall be referred to the sole arbitration by an Arbitrator appointed by the Director, Census Operations, Haryana, Chandigarh or any person nominated by him. The decision of the Arbitrator shall be final and binding on the parties subject to the proviso that the Arbitrator shall give reasoned award.
22.Proforma for the Bid and Enclosures of the Bid: The Bid should be submitted in the prescribed proforma (Annex. III-A & III-B) only along with the following enclosures:
(a)Cash Receipt of Rs. 500/- from DCO Haryana towards cost of the Tender (if Tender Form purchased) or A/c payee Demand Draft of Rs.500/- (if Tender Form downloaded from Web Site) drawn in any Nationalized Bank in favour of ‘Director, Census Operations, Haryana” payable at ‘Chandigarh”.
(b)EMD (as specified in the table at Paragraph-11) in the form of Account Payee Demand
Draft/Pay Order/Banker’s Cheque/Bank Guarantee from any Nationalized/Scheduled
Bank drawn in favour of "Director, Census Operations, Haryana” payable at “Chandigarh”;
(c)Copies of Audited Balance Sheets of the firm for last three years (2006-07, 2007-08, 2008-09);
(d) Copies of Income Tax Returns for 2006-07, 2007-08, 2008-09;
(e)A copy of latest Sales Tax/VAT clearance certificate duly self-attested/stamped;
(f) Copies of work orders for supply of similar materials valuing more than Rupees 10
lakhs/completion certificates during last 3 years (2006-07, 2007-08, 2008-09);
(g) Addresses of workshop(s) and manpower profile of the Bidder;
(h) Copy of the Registration Certificate of the Bidder/Firm;
(i) Self Certificate, duly signed by the tenderer that the tenderer is not currently blacklisted by
DCO Haryana or any other Central Government/State Government Department / Public Sector
Undertakings;
(j) Sample of the item, in conformity to the prescribed specification in the Tender Document
(Annex. II), for which the bid is being submitted.
Note:All documents/materials (excluding EMD) enclosed with the Bid should duly be signed by the Bidder with seal of the firm on each and all pages be serially page numbered. The Bid without any of the above mentioned document/material may lead to rejection of the Bid.
23.Proforma for the Bid: The cover of the Bid should contain only the rate of the material in prescribed proforma (in Annex. III-B) for which the bid is being submitted. Rates including all charges like all taxes, loading-unloading, installation, freights etc. should be indicated in both FIGURES & WORDS. The rates quoted must remain firm till completion of delivery. Erasing, over-writing and corrections should be authenticated by the tenderer’s signature. In case this has not been done such offer is likely to be rejected. No conditional Bid shall be entertained.
24.SPECIAL NOTE:
(a). Any ambiguity in the offer may lead to disqualification.
(Neerja Sekhar, I.A.S.)
Director
Directorate of Census Operations, Haryana,
Janagana Bhawan, Plot No. 2B, M.Marg, Sector-19A,
Chandigarh-160019.
ANNEX. I
Item wise Estimated requirement of Materials (Schedule of Quantity)
S.I. No. / Name of the Items / Estimated quantity1 / Plastic Folders / 1,08,500
2 / A-3 size clip writing Board, / 58,500
3 / Water Proof Carry Bags / 58,500
NB: (i) Required materials to be delivered by the Supplier(s) at all the state District Headquarter of Haryana .